I received an email from an HVAC company out in Ontario that wanted to know what the deal was with Office 365 and Microsoft Office 2013.  They are looking at upgrading from Microsoft Office 2007, but are confused by the positioning of each of the Microsoft Offerings and emailed in for some advice.  Seemed like a great topic to cover for this month’s article.

I first saw the use of “cloud-based” technology when I was working with Open Automation Software and they were putting the finishing touches on their Live Data Cloud product.  It is a product that provides end-users with the ability to host live data using a standard internet connection from anywhere and any number of clients and data sources.

With tablets and mobile devices soaring in popularity the market saw a shift away from CD based software licenced products, and a rise in software products being offered as subscription based services.  Google and Adobe have shifted to this model, and it was inevitable that with the new Windows 8 OS hitting the market, that Microsoft would follow suit with a new subscription based offering.

The Old

Anyone who has used a PC knows that if a user wanted a copy of Microsoft Office it was purchased on a CD and installed, or the free trial version of the already installed Office copy was activated on a PC.  That is what we were all used to, but now we are operating in the cloud.

The New- Let’s Break it Down

When someone asks which version of Microsoft Office 2013 do they purchase the normal response is “What are they trying to achieve”?

The Free version – That’s right Microsoft is giving some of it away for free. I suspect that this is to directly compete with Google Docs and Open Office.  Keep users loyal to Microsoft by giving them a free version to use – with limited functionality. This is all achieved through the use of the ever powerful web apps features.  An end-user can sign up for an email address at Outlook.com and receive a free web-based email account that includes a contact book, calendar, and around 7 GB of online storage in what Microsoft has named SkyDrive.  As a fan of the new Hawaii Five O series I always chuckle when I hear the detectives send crime scene photos to the SkyDrive and wonder how much Microsoft paid for that promotional slot.

Once an end-user is logged into their account they can create files in the four essential Microsoft Office programs: Word, PowerPoint, Excel and OneNote.  Everything that an end-user creates is stored to the SkyDrive online.  Now the functionality of these programs has been restricted so if an end-user is trying to manipulate complex Office files, there is probably not enough under the hood of the free version to get the job done. A business that needs Outlook to manage task lists, and calendars for example, would have to purchase the Microsoft Office Home & Business 2013 or Office Professional.  The costs range depending on the retailer but generally from $220.00-$400.00. Once again an investment in software for a business based on an expensive model that may work for some businesses, but what if there was a more economical way?

The Office 365 Difference

Office 365 is a subscription based service where an end-user, or business, does not purchase software - it is rented.  I really like the flexibility that the plans offer and the fact that they take into account that an end-user will own multiple devices that they can use Office 365 on.  What does that mean as an end-user?  What it means is that by purchasing a Microsoft Office 365 home Premium subscription it enables end-users to register Office 365 on a desktop, a tablet, a couple of laptops and even on a Mac.  If an end-user gets a new device and wants to replace an existing registered device it is as easy as using the Office 365 control panel to activate and deactivate devices.

The entire family have access to all the Microsoft Office 2013 programs for one low subscription price. There is no more worrying about using the latest version of Office 365. Being a cloud-based service the latest versions and updates are automatically available to end-users as long as the subscription remains current.

Versions are:

Note – When looking at the Business versions of Office 365 instead of using a shared drive (SkyDrive) they use SharePoint to enable collaboration.

[an error occurred while processing this directive]Small businesses will greatly benefit from the fact that the email component of Office 365 is Exchange Online.  This provides small businesses the ability to leverage a Microsoft Exchange Server for its business without having to bear the huge costs of purchasing one.  Custom URLS can be configured using Exchange Online so emails sent and received will come from
www.yourcompany.com. There are web versions of Outlook and a desktop client that can be installed.  The web version appears very similar to the desktop version, and many people that I have spoken with actually prefer it to the desktop client.  I have found that it has a few different color schemes, but is very easy to navigate and use.

Getting the mail sent to a mobile device was an extremely seamless process when I made the switch.  Everything functions extremely well.  Email and calendar syncing are extremely quick.  According to the Office 365 website it supports iOS, Windows Phone 7, Android and Blackberry.  I have heard that there have been some exchange issues with the new Blackberry Q 10 from some clients that I have, but I could not find anything on the web that spoke to these issues.  I know that my Android made the transitions seamlessly and has no issues.

What else is in the Office 365 box?

Aside from getting the big four: Word, Excel, PowerPoint and Outlook end-users can have access to SharePoint Online and Microsoft Lync. (Other Microsoft Office programs are available at additional costs.)

SharePoint is essentially the backbone that Office 365 has been built on and provides end-users with the tools to encourage collaboration between co-workers and eliminate wasted time on common projects by providing a secure storage area that has the ability to have both internal and external-facing websites. This can provide project teams with many different options as the need to securely share documents and plans between different locations increases.

Microsoft Lync basic access comes with all Office 365 subscriptions (additional features are available at extra costs) and is the newest version of Microsoft Live Messenger.  Unlike the MSN Messenger, Lync is more business focused with the ability to not only have instant message chats but also audio and video conferencing.  Being as so many people work in virtual offices, Lync is a fantastic tool to have video calls, or conference calls.  It even works on mobile devices so you truly can take your contacts anywhere you need to be.

What about Support?

Microsoft took care of this issue by being proactive and establishing that it will provide support for all Office 365 subscribers.  That means that small businesses are not tied into having costly support contracts with third party vendors, or retaining an IT position.  All support is handled by Microsoft through a toll free number or via the web interface.

In closing it is no question that I am a fan of Office 365.  It works well for my business needs, and no matter what device I have in my hand at the time, I can get the job done.  Getting the job done at a reduced overhead cost is something that every business strives for. If your company is thinking about making the upgrade from Office 2007, 2010 – 2013 then strongly consider moving to Office 365.  The functionality is robust, and the cost savings are substantial.

I hope that takes a little confusion out of what they differences are between the newest versions of Microsoft’s Office.  I look at it as Office 365 being Microsoft Office 2013, but built with the flexibility and mobility of today’s modern business in mind.

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